Event Specialist

Event Specialist Reporting to the Associate Director of the Office of University Events & Ceremonies, the Event Specialist plans and produces for a variety of University departments. The Event Specialist also plays roles in the planning and execution of Convocation. The candidate must have a demonstrated track-record of experience and achievement that ensures they can work effectively with the University's senior leadership team, including the President, Provost, Vice Presidents, and Deans. In addition, the Event Specialist is expected to build collaborative relationships with team members, vendors, key stakeholders, and the campus community. Responsibilities include managing logistics for University leadership events along with other campus partner events, providing planning and execution support for the annual University Convocation ceremony and events, creating planning timelines and ensuring that every task gets completed for each event, coordinating and overseeing event logistics, creating and managing event budgets, coordinating with the appropriate University colleagues and Event Administrator to determine invitees and compile guest lists for event invitations, producing and deploying event invitations, producing all printed event materials with support from the Event Administrator, creating and distributing comprehensive event memos/briefings to University leadership and to the events office team, providing on-site event production, coordinating events debrief meetings for events, working to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others, being flexible to absorb additional responsibilities as needed as part of a growing and collaborative team, performing administrative and related duties as required, executing day-to-day event logistics, and other moderately complex assignments with some guidance from others, assisting with research, including vendor selection and contract negotiation, keeping track of all expenses, preparing reports on costs, using existing procedures to solve moderately complex problems as they arise, and performing other related work as needed. Minimum Qualifications Education: Minimum requirements include a college or university degree in related field. Work Experience: Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline. Preferred Qualifications Experience: A minimum of 2-5 years of progressively responsible experience in event and meeting planning and management, preferably in a higher education setting. Technical Skills or Knowledge: Maintain working knowledge of a range of computer systems, including Microsoft Office Suite. Ability to execute events and meetings within an established budget. Preferred Competencies Well organized and detail-oriented in all aspects of their work, but especially when meeting recurring and critical deadlines and/or planning events, meetings, and ceremonies. Appropriately represents University leadership, including strict adherence to professional appearance, demeanor, and manner of interacting with others. Maintain a calm and courteous demeanor while managing competing priorities, a heavy workload, complex problems, and tight deadlines. Work independently and in a team environment. Delivers high-quality results in a dynamic environment and anticipate future needs. Strong written and verbal communication skills. Sound judgment and excellent critical thinking skills. Demonstrated ability to be highly organized and take initiative. Multi-task and manage multiple priorities simultaneously. Excellent organizational and analytical skills. Manage sensitive and confidential information with tact and discretion. Ensure a high degree of accuracy in a demanding environment. Provide superior customer service skills, teamwork, and attention to detail. Understand the University culture and reflect it well in the quality of the events planned and executed. Working Conditions Must be in Chicago, on site at the University. Ability to lift and carry at least 25 pounds of supplies and equipment to event locations. Occasional evening and weekend work required. Application Documents Resume / CV (required) Cover Letter (required) References Contact Information (3) (required)

Created: 2026-03-04